Appointment Letter Format

I have Attached Appointment Letter Format

( To be typed on Co.’s Letter Head in Triplicate )


Standard  Format 

( Appointment  Letter For Management Staff )

– Officers / Executives / Managers

( For  Probationer –  New Appointees )

Date _________



Mr/Mrs/Ms. _____________






Dear Mr/Mrs/Ms___________


Further  to  our  letter  of  offer/ interview  dated __________,  we  are  pleased  to  inform  you  that  you  are  hereby  appointed  as _____________  in  the  ___________________ Department  of  our  Organization to be based at ___________HQ as  per  terms  and  conditions  discussed  and agreed  upon  as  under :-



1.      This appointment is effective from _____________ the date of your joining our Organization.


2.      Your salary and other allowances shall be as per enclosed statement.


3.      Your  job  functions  and  responsibilities  as  ___________________  will  be  as  defined  broadly  in  the  enclosed  Annexure


( Or )


Your job functions and responsibilities as ___________________ are under         preparation and shall be issued in due course.


4.      You  will  be  placed  on  probation  for  a  period  of  six  months  and  the  said  period  can  be  extended  by  another  three  months  and  on  the  expiry  of  the  period  of  probation  or  extended  period  of  probation,  if  you  are  not  confirmed  in  writing,  your  services  shall  be  deemed  to  be  automatically  terminated.  However,  unless  you  are  confirmed  in  writing,  you  shall  not  be  deemed  to  be  permanent.


5.      During probation, the notice period for termination / resignation will be 24 hours from either  side. After  confirmation,  the  notice  period  required from either side is one month.


6.      After  successful  completion  of  your  probation  ,  you  will  be  confirmed  in  writing  as  a  permanent  employee  of  the  Company.  You  will  be  entitled  to  statutory  and  service  benefits and be governed by discipline and other rules existing or may come into existence from time to time  , as  and  when  applicable  as  per  rules  of  the  Company  and  such  other  benefits  as  applicable  to  employees  in  force  from  time  to  time  to  the  location / place  wherever  you  are  working. The company depending upon need shall take suitable cover of GPA to take care of liability under Workmen Compensation Act provided you are not covered under ESI Scheme.


7.      Your future increments or promotion or any other salary increase shall be based on merit considering your periodic and consistent overall performance, business conditions and other parameters fixed from time to time at the discretion of the management and shall not be considered merely as a matter of right.


8.      During the period of service with the company , you shall not indulge and/ or take part in any activity of formation of council and / or association or become a member being part of management staff which are found to be detrimental in the interest of the company in any way. Such an action shall be deemed as infringement to service conditions of the company and amount to causing damage to its interest and shall call for disciplinary action being taken against you, as it may deem fit and appropriate.


9.      You shall retire from the services of the Company on attaining 58 years of age.


Your date of birth for the purpose of Company’s record is entered as _____________ as  per  xerox  copy  of ________________ Certificate  submitted  by  you.


9.      During the tenure of your services, you will wholly devote yourself to the work assigned to you and will not undertake any other employment either on full or part time basis without prior permission of the Company in writing.  Any contravention of this condition will entail termination of your services from the Company.



(i) Your  services are liable to be transferred or loaned or assigned with / without transfer, wholly or partially, from one department to another or to office/ branch  and  vice-versa  or office/ branch  to another office/ branch of an associate company, existing or to come into existence in future or any of the Company’s branch office or  locations anywhere in India or abroad or any other concern where this Company has any interest. In such case, you will abide by responsibilities expressly vested or implied or communicated and shall follow rules and regulations of the department / office, establishment , jointly or separately, without any compensation or extra remuneration or provision of accommodation.  You,  thereupon,  may  be  governed  by  service  conditions  and  other  terms  of  the  said  concern  as  may  be  applicable.  
  ii) The  aforesaid  Clause (i)  will  not  give  you  any  right  to  claim  employment  in  any  associate  or / sister  concern  or  ask  for  a  common  seniority  with  the  employee  of  sister / associate  concern.


11. In  the event  you are absent  from duty  without  information or permission of leave or you overstay your sanctioned leave, the Management will treat you as having voluntarily  abandoned  the  services  of  the Company.


12. Your  services  are  liable  to  be  terminated  at  any  time :


  i) during  probation  or  after  confirmation,  in  case  you  are  found  to  be  medically  unfit  by  the  Company’s  Authorized  Medical  practitioner,  on  examination;  








as  and  when  the  Company  comes  to  know  of  any  conviction  by  the  Court  of  Law  during  the  tenure  of  your  service  with  us  or  conviction  and / or  any  bad  record  in  the  past  under  the  previous  employer,  or  because  of  your  giving  false  information  at  the  time  of  your  appointment or concealed any material information or given any false details in the application form or otherwise as regard age, education qualification , experience , salary etc.

if you are found to be not possessing desired qualification which do not conform to custom authority and / govt.  regulation as may be required from time to time and  necessary for continuation of business or its exigencies or on account of redundancy .


  13. You will keep the Company informed of any change in your residential address that may happen during the course of employment of your service with the company.
14. All documents, plans, drawings, prints, trade secrets, technical information, reports, statements,  correspondence  etc., written or unwritten and also  information   and   instructions      that     pass   through    you  or    come     to    your knowledge  shall be  treated  as  confidential.   You shall not utilize them  for  your  own  use  or  disclose  to  other  persons  during  or  after  your  employment.


  During  the  course  of  employment  with  the  Company,  you  will  acquire,  gain,  generate,  gather  and develop  knowledge  of  and  be  given   access  to  business information about products activities,  know – how,  methods  or  refinements  and  business plans  and  business  secrets  and  other  information  concerning  the  products / business  of  the  Company,  hereinafter  called  the  “SECRETS”.  You will be liable for prosecution for damages for divulgence, sharing or parting any of such information during course of employment and on cessation for at least 2 years period.


15. You shall carry out the job of ______________________ and such other jobs connected with or incidental to which is necessary for business of the Company.  You shall do any other work assigned to you, which you are capable of doing or work at any other post which has been temporarily assigned to you.
16. You shall faithfully and to the best of your ability perform your duties that may be entrusted to you from time to time by the management.  You will be bound by rules, regulations and orders promulgated by the management in relation to conduct, discipline and policy matters.


You will not seek membership of any local or public bodies without first obtaining specific permission of the management. In the event of your becoming member without following due process as mentioned , it shall amount to contravention of provision of employment condition and the management reserves the right to take appropriate action including dispensing with your services , as it may deem fit.


You will not give out to any one, by word of mouth or otherwise, particulars of our business or administrative or organizational matters of a confidential nature which may be your privilege to know by virtue of your being our employee.

17. While you are in employment of the company , you may be given or handed over company’s property and / or equipment for official use and you shall take care of them including their upkeep. On cessation of employment with the Company, you shall return all documents, books, papers relating to the affairs of the Company, purchased with the Company’s money, which may have come to you, and also any property of the Company in your possession.
18. Any balance of advance or loan taken by you from the Company, shall be fully recovered from your salary and any other legal dues including  Gratuity , at the time of your leaving the services of the Company.


19. While working as an employee if you enter into any business transaction with any party on behalf of the company within your permissible limits, it shall be your responsibility to ensure recovery of outstanding. If any outstanding remains at the time of leaving the services of the company, it shall be your responsibility to recover for remittance to the company  before you proceed to settle your legal dues in full and final settlement of your account.















The company is obliged to deduct Income Tax at source as per provision of Income Tax Act / Rules . Accordingly , you are required to submit all required proof of permitted savings / investments and other details from time to time to enable the company to comply with the provisions of law. In the event of non compliance by you as aforesaid if the company is required to pay any interest or payment under Income Tax Act , it shall deduct the amount as may be paid or payable from your salary or other payments and you shall allow the company to comply with these requirements without objection.






All disputes arising out of this letter will be subject to the jurisdiction of the Mumbai Court.  And that the courts, tribunals and/or authorities at Mumbai only shall have jurisdiction to entertain, try and decide such disputes or differences arising out of or pertaining to this contract of employment, irrespective of your working HQ being elsewhere at that times.


You  are  requested  to  return  the  enclosed  copy  duly  signed  as  a  token  of  your  acceptance  of  the  terms  and  conditions  of  your  employment.


Hope  that  this  will  be  the  beginning  of a  long  and  successful  career  with  us.




Yours faithfully,

For Company Name.,





Managing Director / Director



Accepted :_______________

                                                                                                (Signature of an Employee)

























(  Delete whichever is not  applicable )



Annexure  to  Appointment Letter  dated __________, 2003

            Of    ________________________( Name )







                                  Break-up  of  Gross  Remuneration




(1) Basic    
  House Rent Allowance    
  Education Allowance    
  Personal Allowance    
  TOTAL (1)    

Annual Benefits

  Medical Reimbursement    
  Bonus / Ex-gratia    
  Provident Fund    
  TOTAL (2)    
  TOTAL (1+2)    



  • ·
Reimbursement of expenses for one telephone at residence and one mobile for official use as per Company’s policy existing or as amended.
  • ·
Payment of perquisites, allowances and reimbursements shall be subject to provisions of Income Tax, as applicable.



For  Company’s Name



Managing Director / Director




                                                                      Accepted : ____________________

                                                                                        (                                    )


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